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Executive Assistant to Chief of Staff

Employer
Wellcome
Location
London, City of London
Salary
Up to £44000 per annum
Closing date
17 Feb 2025
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Job Details



Salary: £ 44,000

Closing date: Tuesday, 4 February 2024

Contract type: Permanent



The Wellcome Trust is a global charitable foundation. We improve health for everyone by funding science, leading policy and advocacy campaigns, and building partnerships.



We plan to spend £16bn over the next ten years, funding new discoveries in life, health, and wellbeing, and taking on three global health challenges: mental health, infectious disease and climate and health.



These challenges need the bold science we support, but they won't be solved by science alone.



We are looking for an Executive Assistant to Chief of Staff to join our team.



Where in Wellcome will I be working?



You will be working in the CEO's Office and reporting to the Head of Strategy Operations, provide support to the Chief of Staff and work closely with the CEO Office Leadership Team.



The CEO Office is a central nexus for ensuring the organisation's resources, processes, and activities are aligned to deliver Wellcome's mission and strategy. It has a crucial role in support the Chief of Staff developing Wellcome's strategy and support them on their goals and objectives.



What will I be doing?



You will provide executive support to the Chief of Staff and team coordination for the CEO Office department as needed, while collaborating across Wellcome and with external partners, offering flexible cover for other EAs and PAs.



As an Executive Assistant to Chief of Staff , you will:



- Support the CoS to take a proactive and informed approach to delivering on their role. This can involve a range of things:


  • Effective diary and email management - organising meetings and appointments, and managing the CEO's time to maximise where they can have the greatest impact.


  • Prepare documents as requested by the Chief of Staff including correspondence, reports, minutes, briefing notes, presentations and papers for submission to the Executive Committee (ExCo), Board of Governors and for other governance requirements


  • Brief CoS ahead of key meetings/visits including organising events with external parties, arranging travel and process expenses and invoices.


- Organise meetings at departmental level (i.e. CEO Office), including meetings of the Leadership Team, making it easier for the CoS to track progress on actions.

- Work with other EAs and PAs in in the CEO Office and across Wellcome to ensure that sufficient cover is available to cover absence, and that surge capacity is available at times when particular teams have higher than usual and business critical needs.

- Contribute to a diverse and inclusive culture across the organisation, collaborating across departments.



Is this job for me?



We are looking for a motivated individual who is confident at using their initiative appropriately with EA/Office Management experience, advanced IT skills, and strong communication abilities, and adept at delivering high-quality projects within tight deadlines. With a methodical approach and keen understanding of Wellcome's mission, they excel in building strong stakeholder relationships, managing multiple tasks, and handling confidential material professionally.



We are looking for someone who :


  • Experience of EA / Office Management as well as of delivering key projects/pieces of work to a high standard within tight deadlines and is able to address conflict and take decisions.


  • Has experience in calendar management, able to draft correspondence and manage inbox, is methodical and organised approach to work with very high attention to detail with the ability to deal professionally with confidential material and issues.


  • Ability to work on multiple pieces of work across stakeholder groups, to work on a number of tasks simultaneously and to adapt to changing priorities & to deal with issues as they arise.


  • Strong interpersonal skills with the ability to build strong relationships with a wide range of stakeholders at all levels, and able to influence with ability to deal with people at all levels.


  • Advanced IT Skills - excellent working knowledge of Microsoft Office software including SharePoint.




To apply please upload your current CV and complete our short application



Interview dates: From w/c 27th January



You can view the full job description on our website



You can read more about the benefits we offer our employees on our website



Our Hybrid Way of Working



We understand that our colleagues have commitments and personal interests outside of work and we strive to build a flexible working environment, in which people can perform at their best.



At Wellcome we have a hybrid way of working which is 3 days in our Euston Road offices (Tuesday, Wednesday and Thursday) with the remaining 2 days working either remotely or in the office.

In this role, it may be necessary at times to come into the office more often than 3 days per week.



Diversity and Inclusion is at the heart of everything we do



Diversity and Inclusion is a priority at Wellcome. We are committed to cultivating a fair and inclusive environment, where everyone can be themselves and thrive. We are happy to discuss flexible working options for all roles. We work to ensure that our recruitment processes are as inclusive as possible to everyone. This includes making adjustments for people who have a disability or long-term condition. Please visit our website for more information on adjustments and accessibility, or contact us at .



Company

We also identify areas in which Wellcome can lead significant change within five or ten years, aiming to transform the global response to some of today’s biggest health challenges.

We work with policy makers to ensure that good research is well supported, and that health is improved by changes to policies and practices based on evidence.

And we engage the public so that people are more aware of science and health research, and feel able to make the most of it in their own lives.

TALENT AND DEVELOPMENT AT WELLCOME

At Wellcome, we’ll encourage you to try new things and develop your skills.

We want people to join us who:

  • think creatively
  • aren’t afraid to challenge the status quo
  • have a positive attitude and an enthusiasm for learning.

We take your career development seriously. You’ll find out about the learning, volunteering and social activities available at your induction.

Then each year you’ll work on your own development plan, deciding what you want to achieve and how you’d like us to help you get there.

Here are some of the ways you can develop your knowledge and abilities:

  • training programmes
  • time off to volunteer
  • working in other teams - anything from shadowing a colleague to a formal secondment
  • working as part of an ad-hoc team on special projects - within Wellcome and with our partners

‘My Career’ festivals throughout the year, designed to help you think about your career plans

a study scheme - we provide financial support to help you learn relevant skills.

We want to help you make the most of the opportunities on offer in our diverse organisation.

GRADUATE DEVELOPMENT PROGRAMME AT WELLCOME

Our two-year graduate development programme is your opportunity, as an enterprising, motivated recent graduate or Master’s graduate, to help deliver Wellcome’s mission to improve health.

You’ll have the opportunity to work alongside experienced professionals in a range of areas across Wellcome. These include funding, policy, investments, public engagement, communications and operations.

The next programme is scheduled to start on 7 September 2020.

SUMMER INTERNSHIP PROGRAMME AT WELLCOME

Our summer internships for undergraduates are designed to inspire, encourage and support a new generation who will go on to make a difference.

You’ll work alongside our experienced staff in the area that most interests you, building on your existing skills and gaining new ones. We value your insights and ideas, and during your time with us you’ll have every opportunity to make a real contribution.

Core benefits

  • Holiday – 25 days’ holiday a year plus bank holidays (and we usually close between Christmas and New Year).
  • Pension (defined contribution plan) – you contribute at least 3% and we pay in 15% of your salary.
  • Income protection – to maintain your income if you have a prolonged illness or disability.
  • Life assurance – four to six times your basic salary if you’re a member of our pension plan.
  • Interest-free travel season ticket loan.

Health and wellbeing

  • Private medical insurance – we pay the cover, you pay the tax (and you can pay to add dependants).
  • Gym and fitness classes – free membership to on-site gym and subsidised fitness classes and treatments.
  • Employee assistance programme – free, independent 24/7 help and advice for work-related issues as well as problems affecting your home life.
  • Mental health support – our network of mental health first aiders can be a first point of contact, or help while you’re receiving professional help.
  • Health assessments (free and voluntary) – after you’ve been here for one year, then every two years after that.
  • Occupational health – annual eye tests and flu jabs, as well as job-related vaccinations.

Work-life balance

  • Flexible working – we make every effort to support flexible working, including flexible working hours and remote working (we respect people’s different working preferences and the need for a healthy work-life balance).
  • Flexi-leave scheme – you can buy or sell up to five days of your holiday entitlement a year.
  • Staff social club – a range of sports teams and fun events throughout the year.

Contribute to the community

  • Volunteering – we give you up to four days’ paid leave a year to contribute to our local community.
  • Give As You Earn – allows you to make tax-free donations to the charities you care about.

Employee discounts

  • Cycle-to-work scheme – we offer at least 25% discount on bikes and cycling equipment and we have secure cycle storage, lockers and showers.
  • Subsidised restaurant and cafe.
  • Wellcome Collection discounts – 20% off food, drink and gifts from our cafe, restaurant and shop.
  • Discounts through Perkbox – shopping, restaurants, cinema tickets, phone insurance and gift cards.

D&I TRAINING AND DEVELOPMENT AT WELLCOME

We offer Unconscious Bias training for all our staff and Reverse Diverse Mentoring for our Executive team. The D&I team regularly reviews our training offer to ensure we are equipping and supporting colleagues in D&I best practice.

EMPLOYEE ASSISTANCE PROGRAMME at WELLCOME

We offer an Employee Assistance Programme to help colleagues deal with problems that might affect their work performance, health and wellbeing.

This is an information and support service operated by an external specialist provider, with a focus on helping colleagues through the day-to-day challenges we all face at one time or another. The range of services includes advice on home, life and work issues as well as emotional support and counselling.

Diversity and Inclusion

Embracing diversity and inclusion is fundamental to delivering our mission to improve health, and we are committed to cultivating a fair and healthy environment for the people work here and those we work with. As we learn more about barriers that disadvantage certain groups from progressing in our workplace, we will remove them.

We are updating our policies and providing training to support the people we employ. We’re also making changes to our recruitment and selection processes to ensure we can continue to attract people from all backgrounds, and achieve our goals.

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